Administrative Guide

Audio Visual Equipment

There are three campus-designated classrooms in Chemistry. In order to support these facilities, as well as other needs, a variety of audio visual equipment is available. Slide projectors are provided in two of the three classrooms (C033 and C122). Overhead projectors are available in all three classrooms (C001, C033, and C122), as well as in meeting rooms C127, C225, C311, A300, A400, and A500. Contact Gayla Bradfield in the Business Office (C115) for additional AV needs. Replacement bulbs are stocked in the Business Office for 35mm slide projectors and overhead projectors.

Bicycles

Because they violate Indiana fire codes as well as constitute a safety hazard whether in a corridor or a laboratory, bicycles are not permitted in chemistry facilities at any time. Bicycles found within Chemistry facilities will be removed by the IU Police Department. Bicycles must be registered through Parking Operations at $5.00 per year.

Bookstore Purchases

Items for official departmental use which are not available from IU Purchasing may be purchased at the IMU Bookstore and charged to the proper account. This process has the further advantage of sales tax exemption and a 20% discount (if over $2). Special forms are available from the IU Bookstore, and all receipts should be submitted to Gayla Bradfield in the Business Office.

Building Repairs and Maintenance

Jack Baker, the Facility Engineer, is responsible for all building improvements, renovations, repairs, and janitorial requests. His office is located in the Business Office (C115). Jack's areas of responsibility include: ventilation, air conditioning, heating, water, and electricity.

If maintenance/repair is required during normal working hours (8 a.m.–5 p.m., Monday–Friday), call the Business Office (5-9043) and describe the problem or come to the Business Office Receptionist Desk and fill out a "Request for Service" form. You can also complete the Chemistry Request for Service form, which is electronically submitted to the Business Office. In an EMERGENCY where prompt response is indicated, be sure that URGENCY is conveyed. During non-business hours, call the Physical Plant Control Center (5-9514) for urgent repairs or emergencies.

Bulletin Board Usage/Display Cases

The department tries to maximize the value of the use of bulletin boards. Therefore, postings on the departmental bulletin boards are controlled by specific offices as listed below. This is necessary to keep them current and under some control. Posted material should have a date for removal affixed by the individual in charge of the posting.

Bulletin Board Supervisors:

• Addition elevators—Becky Wilson (C115)
• Chemistry Library—Roger Beckman (C003)
• Chemistry seminars—Becky Wilson (C115)
• Ground Floor Bulletin Boards—Undergraduate Office (C021)
• General announcements of seminars/symposia—Gayla Bradfield (C115)
• Graduate Student Roster and AI assignments—Toni Lady (C121)
• Graduate Student opportunities and general information—Toni Lady (C121)
• Storeroom—Amy Van Pelt (A031)
• Undergraduate job information and graduate school information—Steve Wietstock (C021)

Bulletin boards in the general vicinity of faculty offices are for the use of that faculty member.

Business Office Operations

(see home page for specific services and forms)

The Chemistry Business Office is located on the first floor of the Chemistry Building in C115 and is open from 8 a.m.–5 p.m. weekdays. The following individuals/functions are located in this area.

Cheryl Johnson is the Business Office Manager, and she also serves as the department Personnel and Grants Manager. Specific responsibilities include the establishment, reclassification, and recruitment of staff positions, listing of staff vacancies and screening of clerical applicants, Affirmative Action and employment coordination of postdoctoral fellow recruitment, assistance with visas and work permits, and assisting with the preparation and approval of grant proposals and budgets and setting up new accounts, monitoring grant, contract, and gift accounts.

Sarah Collins is responsible for reconciling expenses on research grants and contracts; processing staff, student, and post-doc appointments and reappointments; payroll for faculty, staff, post-docs and students; maintenance of staff attendance and related records; coordinating hourly employment. She should be consulted before vacation time is taken in order to avoid accidental loss of pay. She can also resolve problems concerning payroll and/or deductions. Sarah also handles cash receipts and provides Notary services for the department at no charge.

Gayla Bradfield is responsible for reconciling income and expenses made on the departmental account (10-247-00), technical service accounts, and non-contract and grant accounts, processing billings for technical services, assisting in biweekly payroll processing and attendance reporting, distributing and coordinating accident report forms and injury report forms (Worker's Compensation), coordinating audio visual equipment requests, details regarding the department's telephone system, including activation of data lines, and assisting in distribution of incoming mail.

Becky Wilson's responsibilities include departmental travel and payments to non-employees, issuing keys, maintaining office supplies, processing copy cards, room reservations, check-out forms, incoming and out-going campus and U.S. mail, coordinating and distributing This Week in Chemistry; coordinating information for the department calendar; taking work order requests, and handling mailbox assignments. Becky has a wide range of general information and is usually able to refer specific questions to the best source for assistance.

Chairman's Office

The Chairman's Office is located on the first floor in C125. For general information call 5-6239. Appointments with the Chairman, Jim Reilly, should be scheduled through his secretary, Judi Roberts (5-2268). Questions concerning academic policies and salaries, IU Foundation accounts, colloquium expense reimbursement, and faculty recruiting reimbursement should be directed to Mary Swarthout, Administrative Assistant to the Chairman (5-6230).

Check Out Forms

This form is available in the Business Office or can be retrieved by clicking here. All graduate students and postdoctoral fellows should complete this check out form prior to leaving the department. See Termination Procedure within this guide for the steps involved.

Chemical Notations

Chem Notes is a newsletter published weekly during the school year and periodically during the summer. It is distributed to faculty, postdocs, staff, and graduate students. The deadline for submitting items to appear on Monday is noon on the previous Thursday. Chem Notes is edited by Judi Roberts (C125, 5-2268).

Child Safety

The Chemistry Building has many areas that cannot be considered safe for children who are unsupervised. Also, from time to time there may be the potential for exposure to toxic chemicals or fumes. In order to reduce the liability for accidents involving children, the following policy is in effect. Children are not to be brought to the workplace except in a casual context such as picking up a paycheck or when they are invited for a special event sponsored by the department or the university.

Computer Services and Support

Responsibilities are shared between several different administrative areas of the department. Brian Crouch is the Manager of the Information Technology Group (ITG), while Ray Sporleder is Manager of the Research Computer Systems Group (RCSG). Systems which are clearly instructional (such as those in the Chemistry Resources Center) fall under the jurisdiction of David Felker, Coordinator of System Services. Problems with systems located in most administrative offices in the department should be directed to Becky Hanson, Coordinator of Administrative Computing. Problems with UNIX systems should be directed to Brian Crouch. Network issues and problems with workstations in research laboratories should be directed to Brian Crouch, Manager of Information Technology. Problems with departmental media resources should be directed to Robin Nordstrom, Media Technologist. Problems with systems which have been locally constructed by the RCSG should be referred to the RCSG. Problems with computers within the Chemistry Library should be referred to the library staff. Other problems with information technology should be directed to Brian Crouch. If you are unclear as to who is responsible for a system in the building, contact Brian Crouch.

Computer networks within the building normally consist of a simple twisted pair connection to a data jack maintained by the University Information Technology Services (UITS). Maintenance responsibility for the network depends on where the hardware failure has occurred (both departmental and university equipment are involved). All requests for network service, modifications, or other information should be directed to Brian Crouch. He will direct you to the proper contact person for networking problems which do not fall under their jurisdiction.

Our Shared Resource Center supports peripherals such as scanners, film recorders, and a projector are supported on both the Apple and Intel platform. The department provides routine and publication quality color printing on several different media and platforms. Large format output is provided as well. The ITG can assist users in gaining access to other university-supported facilities as well.

Advanced Technology Center clusters are available in Ballantine Hall, Lindley Hall, and several other campus buildings. The department has a small cluster of SGI workstations available in A701. For access to these SGI systems, contact Frank Gao.

University Information Technology Services (UITS) provides extensive computer services for faculty, staff and students. The UITS Support Center in the Indiana Memorial Union (IMU084) is the primary contact point for obtaining assistance from UITS.

Access to UITS services is based on a network ID which is obtained from the Support Center, in person (IU ID required). Once you have obtained your "network ID" you may use any Web/WWW client (available in any UITS Public Facilities cluster, C046, C006, C003 (Chemistry Library), or lynx on UCS UNIX systems) to obtain any of the services described below which require a login/password by connecting to the UCS accounts Web server account.ucs.indiana.edu and following instructions.

Information about UITS services can be most easily obtained by using the UCS Knowledge Base accessible with a Web browser (http://kb.indiana.edu/) and performing a text search. Additional information is contained in the index of UITS publications (http://www.indiana.edu:80/~ucspubs/).

Because the campus computing environment is always changing, the best source for information on any of the university owned facilities is to consult their web pages at http://www.indiana.edu/iub/services/compute.html.

The Halls of Residence operate their own facilities in some buildings, and some of the dorms are connected to the campus network via Ethernet. If you live in university housing, check with your housing manager for information.

Graduate students who are teaching at IU may obtain additional support from the Chemistry Department through the Manager of Instructional Computing. Additional support is also available from Instructional Support Services (5-0457, email to clastech@indiana.edu).

Computer Software

The university has license agreements with many vendors for computer software including most major operating systems and office productivity software from Microsoft and Corel. Although the terms of these agreements are generally very favorable, you should be aware of any and all restrictions that apply. For software on departmental systems, contact the ITG for advice and installation procedures. For personal systems, you can obtain many of the major products through the IU Bookstore.

In addition to the major agreements with Microsoft and Corel, the university has other agreements, and in some cases the department has site licenses for some specialized software (ChemDraw and LabView for example). Check with the ITG for availability and information on special pricing on other software.

Computer Software Piracy

The department does not condone the copying of licensed software without explicit authorization, because copying may involve legal liabilities for the licensee (Indiana University) as well as the copier.

IU policy states, "Computing resources may not be used for illegal purposes. Examples of illegal purposes include...unauthorized copying of copyrighted material." IU policy further states, "Computing resources should be used in accordance with the high ethical standards of the University Community. Examples of unethical use follow; some may also be illegal...violation of software license agreements."

Everyone in Chemistry should be aware of the following:

• Computer software is protected by the U.S. Copyright Act.
• Unauthorized copying of software is illegal, even for educational purposes.
• Copyright violations are a federal crime and penalties may include fines of as much as $100,000.00 and jail terms up to 5 years.
• IU policy violators are subject to discipline procedures and prosecution by state and federal authorities.
• Software license restrictions vary dramatically among types of software, vendors, and products.

For additional information about IU computer policies and services, access the Worldwide Web under http://www.indiana.edu/iub/services/compute.

Copy Machine Usage

There are five copy machines available for general use in the department: four are in the Library and one is in the Business Office. Copycards or coins can be used for the Library machines, copycards only for the Business Office machine. A copycard is a debit card and is charged to a departmental account. These copycards with fixed dollar amounts can be used elsewhere on campus. (It is more economical to use Duplicating Services when 15 or more copies of each original are needed.) Copycards may be purchased by contacting Becky Wilson in the Business Office; copycards for personal use can be purchased with cash at Copies and More at the IMU. In addition to the above machines, the copy machine in the Instructional Support Office (ISO) may be used for copying materials related to undergraduate courses. This machine requires a code (available from ISO personnel) and is available during ISO office hours.

Copyright Law

The federal copyright law applies to the use of department copy machines and Duplicating Service as well as other campus copy services. Failure to follow federal guidelines is a violation of federal law.

• A single copy can be made for use by a teacher for scholarly research or use in teaching preparation: a chapter from a book; an article from a periodical or newspaper; a short story or essay; a chart, graph, diagram, drawing, cartoon or picture from a book, periodical or newspaper.
• Multiple copies for classroom use may be made if the number of copies does not exceed one copy per student enrolled in the course, as long as copying meets the "brevity" test and the "spontaneity" test.
• Definition of "brevity": a complete article, story or essay of less than 2,500 words; an excerpt from any work of not more than 1,000 words or 10 percent of the work (whichever is less - but a minimum of 500 words).
• Definition of spontaneity: copying is at the "instance" and "inspiration" of the individual teacher, and the decision to use the work and the moment of its use for maximum effectiveness is so close in time that it would be unreasonable to expect a timely reply to request permission from the publisher.
• Cumulative effect: the copy can only be for one course; no more than one article or two excerpts by the same author, and no more than three excerpts from a periodical during a semester; no more than nine instances of multiple copying for a course during a semester.
• Prohibitions: copying is NOT permitted in any context for the following purposes: to create or replace/substitute compilations or collective works; material "consumed" during the course of studying or teaching (workbooks, exercises, tests, test booklets and answer sheets); substitute for the purchase of books, reprints or periodicals; repeated semester after semester.
• American Chemical Society reprints can be reproduced by the author, because the form submitted with the article to the publisher authorizes such copying. Other journal publishers may not give this latitude.

For questions regarding copyright guidelines contact Amy Van Pelt (5-9043) or Robin Nordstrom (5-2727).

Dry Ice

Available at Chemistry Scientific Stores, dry ice can be purchased during normal working hours.

Duplicating Service

The Duplicating Service is located on the ground floor of the Chemistry Building directly below the tower (C051). The operator is Robin Nordstrom, and her services are available weekdays 8am-12pm and 1-5pm; however, jobs should only be submitted between 8:20am and 4:30pm. Lead time requirements are 48-72 hours for exams and 24-48 hours for other jobs. Rush requests should be avoided if at all possible. On occasion, equipment will be down for repair or maintenance. For rush jobs during such periods, the campus MAXI Service may be utilized (5-2727); however, prior approval from the Director of Chemistry Business is required.

The following priorities are observed:

1. Exams
2. Grant Proposals
3. Class Notes
4. Department memoranda

A few notes to help keep things running smoothly:

• Fill out the job request forms completely, including an account number.
• Drop boxes for job requests are in the Business Office copy room (C115) and Duplicating Services (C051) where request forms are located.
• Job turnover time should be at least 24 hours but do allow more time for large quantity copying jobs.
• Jobs run on both sides of the paper can save both money and time.
• Dark blue or black ink reproduces better.
• Leave at least a half inch margin on all sides of the paper.
• If you have any problems or questions, PLEASE see duplicating operator or call 5-8980.

Facsimile Transmissions

The Department has two facsimile machines for general department business use, one in the Business Office (C115, tel. 855-8300) and one in the Library (C003, tel. 855-6611). All incoming faxes should be directed to the Business Office fax, (812) 855-8300, and will be placed in the recipient's mailbox. To send a facsimile message, a long distance billing number is required (this is the same number used for routine long distance telephone calls).

Fume Hood Operation

Fume hoods in all research laboratories, except the walk-in type, have air velocity controllers which maintain airflow across the sash at preset levels. OSHA regulations specify that toxic substances may need to be handled inside a fume hood. In order that all fume hoods in a research laboratory have the air flow required by OSHA, it is important that sash heights/openings not exceed 50%, which is the system design limit. Opening the sash beyond 50% may continue to provide that fume hood with adequate air flow but may starve another fume hood and create an unsafe condition.

Graduate Office

The Graduate Office is located on the first floor of the building in C121 between the Business Office and Chairman's Office. The office is supervised by Toni Lady with assistance from Melissa Jayne. Support is provided for all activities related to either the admission or appointment of all Chemistry graduate students, including the monitoring and administration of Department and Graduate School degree requirements.

Hourly Employment

There are a number of hourly employees hired throughout the year to support teaching and research. Work study students, followed by non-work study students, are the preferred sources for hourly vacancies. Requests for employee hiring should be made through Sarah Collins in the Business Office (C115) or you can list your opportunity directly on the student employment web site. All students, whether work study or not, must register with the Student Employment Office and obtain an authorization card prior to being hired.

Ice

Chipped ice machines are located in the following places:

• Materials corridor near C032
• Materials corridor near C146
• Corridor near C315
• Inside room A327
• Corridor near A517

The ice is intended for research and teaching laboratory experiments only. Caution is advised relative to consumption in drinks. NOTE: Ice is easily contaminated by the use of unclean scoops to fill ice containers.

Keys

To obtain keys for routine use, contact Becky Wilson in the Business Office (C115). A Key Card request, which requires an authorizing signature, must be completed prior to issuance of a key. There is no charge for any key that is issued. However, at final departure from the department, all keys must be returned or a $5.00 charge per key will be assessed. Failure to return keys or pay the replacement fee will, in the case of students, result in charging their account $5.00 for each missing key and withholding their transcript until payment is made.

Issuance of a key carries the following responsibilities:

• Keys are not to be loaned to others.
• Keys are not to be duplicated. Keys issued on a temporary basis are to be returned when the special need ends. Loss of a key is to be promptly reported to the Business Office. Replacement keys may be issued after payment of $5.00 for each lost key.
• Unknown/unauthorized individuals are not to be admitted to the building or to any areas within the building.

Laboratory Accident Report

Following an accident in a teaching or research laboratory in the Chemistry Building, a Laboratory Accident Report is required. This form should be completed whether or not there are injuries. Blank forms can be obtained from Gayla Bradfield or Becky Wilson in the Business Office. Completed reports signed by the primary individual/s involved in the accident and also by their supervisor should be submitted within 2 workdays to the Business Office.

Laboratory Injury Report

Non-employee injuries should be documented on the Laboratory Accident report form. Employee injuries must be reported on the Indiana University Occupational Injury-Illness Report form (see WORKER'S COMPENSATION).

Library

The Head of the Chemistry Library is Roger Beckman.  Brian Winterman serves as the Assistant Librarian.  Reserves, circulation, and general matters concerning day-to-day operations are handled by Tiea Julian the Branch Coordinator.   You may contact us by sending an e-mail to libchem@indiana.edu.

The Chemistry Library is located on the ground floor in C003.  Liberal hours of operation are maintained during the academic year, but holiday and summer hours will be posted as appropriate.  For a key to the library, see any of the full-time staff of the library.

The Library provides current awareness services (tables of contents by e-mail) for recent journal articles.  See any full-time staff to set up a profile on Web of Science.  In addition, e-mail delivery of the daily list of journals and the monthly new book list is available.   The Library has an extensive collection of electronic journals.  See: http://www.indiana.edu/~libchem/ejournals.html.

Because library books are often kept in the labs, and because people often only need to quickly consult the material, and because the Chemistry Department is basically a friendly place, the library allows patrons to submit a Circulation Records Waiver.  If you choose to submit this waiver, the library will release your name to the person needing to the use the book(s) and they will contact you.  This may save you from having books which are regularly used in your labs from being recalled.  This will also allow the person wanting the material to gain access quicker than the current process of mailing notices back and forth.  If you wish to fill out a Circulation Records Waiver please see the Library staff or http://www.libraries.iub.edu/index.php?pageId=3583.

The Library provides a wide variety of document delivery services.  For materials the Libraries do not own, copies of articles in print journals at other campus libraries, rush requests, and advice on getting patents, theses, etc. See: http://www.libraries.iub.edu/index.php?pageId=39.

The Chemistry Library provides both bibliographic and non-bibliographic (numeric) database search services.  The Crossfire System (for Beilstein and Gmelin) and SciFinder Scholar can be used from most library and STC workstations or can be downloaded to personal or lab computers from the Chemistry Library Web page: http://www.libraries.iub.edu/index.php?pageId=2114).  Web of Science (which includes Science Citation Index Expanded) can be searched at http://portal.isiknowledge.com/portal.cgi?SID=F19FM6lcdI68diO62pK.  The Cambridge Structural Database (CSD) is available on the STC workstations and available for download.  Ask staff for more details or see http://www.iumsc.indiana.edu/serverInfo/csd.html.

More detailed descriptions of Chemistry Library services and regulations can be found on the Chemistry Library home page (http://www.libraries.iub.edu/chem). For access to Internet resources, try CHEMINFO (http://www.indiana.edu/~cheminfo).

Liquid Nitrogen

Liquid nitrogen can be obtained from dewars located outside of Rm. A018, which is across the corridor from the Requisitioning Office (A025). There is a sign up sheet which must be filled out by each customer. First time customers should contact Chemistry Scientific Stores personnel for assistance and training.

Lost and Found

Items found in the Chemistry Department should be turned in to the Undergraduate Office in C021. For the convenience of the parties involved, the Undergraduate Office will hold such items until the end of each month. If no claim is made in that time, the item is turned over to the Lost and Found service in Ballantine Hall, Room 030, telephone 5-7372 (hours 8:30 - noon M-F).

Mail

U.S. Mail is delivered once each weekday and campus mail is delivered twice each weekday to the Business Office. U.S. Mail is sorted and placed in the mailboxes, usually by 11:30 a.m. daily. ALL NON-CHEMISTRY RELATED MAIL SHOULD BE SENT TO YOUR RESIDENCE ADDRESS.

All out-going business (non-personal) mail to be posted is to be delivered to the Business Office (C115). In the corridor just to the west of the entrance to C115 are four separate mail slots for all outgoing mail: U.S. mail to be metered, U.S. mail already metered or posted, Campus Mail, and Intradepartmental Mail. These mail slots are emptied twice each day. All outgoing U.S. mail must have the name of the sender and an account number to which the postage is to be charged (must be a non-federal account).

Outgoing personal mail cannot be accepted in the Business Office, because IU Campus Mail Services does not handle personal mail. Personal mail can be mailed through one of the nearby U.S. mailboxes located outside the building, in the Indiana Memorial Union (IMU), or at one of the Bloomington area post offices.

The CAMPUS mailbox is for mail which is addressed to other IU departments.

The INTRADEPARTMENTAL mailbox is for mail going to personnel within Chemistry. The box is emptied several times a day and the material in it distributed. Staples should be used to connect sheets placed in the INTRADEPARTMENTAL box in order to make sure the material doesn't become separated accidentally. The person or office to which the material is directed should be clearly indicated.

When special delivery letters are received, the addressee will be notified by phone if possible. Otherwise, these items will be placed in the mailbox of the recipient.

UPS and Federal Express packages arrive in the loading area. They are received by the Business Office several times a day and put in the respective mailboxes.

For mail requiring special handling, Federal Express mail can be taken to the Scientific Storeroom (A031) for handling and is charged directly to an account. Additionally, Mailboxes, Etc., located in the IMU, can process mail through the U.S. Postal Service (including Priority Mail), UPS, or Federal Express. They accept cash or IU account numbers. Mailboxes, Etc. is open 8:00 to 6:00 Monday through Friday (phone 856-9070).

Mailbox Assignment

Administrative office and technical service mailboxes are located just inside the entrance to the Business Office. Graduate students, post-docs, and faculty members are assigned individual mailboxes. These are located in the corridor outside the Business Office (C115). If you experience problems with your lock, please contact Becky Wilson in the Business Office.

Microanalyses

Elemental microanalyses may be requested from suitable commercial laboratories. Contact Susie Dumond in the Requisitioning Office (A025). She takes care of all details of sending out samples, reporting results, accounting, etc. The procedures for submitting samples are outlined below:

LABORATORIES: Vendors used frequently by the department for microanalyses are Galbraith, Oneida Research Service, Robertson Laboratory, and Atlantic Micro Lab. Microanalyses may also be sent to the University of Manchester in England.

PRICES: Price lists for common analyses are available for Galbraith, Oneida, and Robertson Laboratory.

SUBMISSION PROCEDURE: In order to facilitate submission to the correct laboratory and payment for the service, these steps are essential. The department takes no responsibility for analysis requests sent directly to an analytical laboratory by an individual researcher. On file in the Requisitioning Office are sample size and packaging guidelines for most of the laboratories. Consult with your research director on purification standards and techniques. Vials should be clean and dry, and should be labeled with the researcher's name and/or code number and compound designation for proper identification. The following forms, available in the Requisitioning Office, must be prepared and left with the sample:

• a completed want sheet
• a completed departmental microanalysis request
• the laboratory's required submission request

The laboratory's request form providing the results will be returned directly to the research group.

Office Supplies

Many office supply items (letterhead, envelopes, lined pads, and the like) are stocked in the Business Office. They may be requisitioned by faculty and staff members by completing a request form available in the In-Box on the front desk counter and filled directly from our inventory. Large quantities of an item or items not stocked by the department may be ordered from the IU supplier's office products catalog, also available at the front desk in the Business Office.

Out of Pocket Expenses

A Disbursement Voucher (DV) is used to reimburse out of pocket expenses. Automatic Purchase Orders (APOs) are the usual means for purchasing all items under $1000. However, when small incidental items are purchased with personal funds, these out of pocket expenses can be reimbursed through a DV. Receipts containing a detailed list of the item(s) purchased, an explanation as to why a purchase order was not used, and the account number to be charged are to be submitted to Susie Dumond in the Requisitioning Office (A025). Excluded are items which are to be purchased with IU purchase orders. Sales tax cannot be reimbursed.

Parking and Decal Information

Bicycles, motor scooters, motorcycles and automobiles must be parked in designated areas on the Bloomington campus. Motor scooters and motorcycles may not be parked in spaces designated for bicycles. No vehicles of any type should be parked within or near Chemistry entrances or the courtyard adjacent to the Chemistry tower entrance/Harry Day Lecture Hall. Vehicles parked improperly will be ticketed and/or removed by Parking Operations or the IU Police Department.

Indiana University Bloomington Campus Driving and Parking Regulations determine decal eligibility. The following is a list of parking privilege categories and the decal rates:

Faculty and Staff (coverage is from July 1, 2006- June 30, 2007):

A--$288.00 annual fee: allows access to A,C,D,E, and F and Atwater Parking Garage

C--$105.00 annual fee: allows access to C,D,E, and F areas

Students (coverage is from Sept.1, 2006 - Aug. 31, 2007):

E--$87.00 annual fee: allows access to E and F areas

F--$42.00 annual fee

Note: Graduate students who have Research Assistant appointments qualify for C decals. However, Associate Instructor appointees qualify for A or C decals.

Bloomington Transit has a shuttle service from Bryan Park (south of campus) which links with the Jordan Hall bus shelter on Third Street, as well as their usual lines. For more information on Bloomington Transit, call 336-RIDE.

Paycheck Schedules

There are several paycheck issuing schedules followed by Indiana University. However, in each instance, checks are normally available for issue at 10:30am in the Business Office on the appropriate pay date. NOTE: Any pay date that is normally on the 1st where the 1st is on a weekend or holiday will move the pay date to the last workday of the previous month.

FACULTY

• 1st academic year: mid-September, October 1, November 1, December 1, mid-December, February 1, March 1, April 1, and mid-May
• Follow-on academic years: Monthly on the 1st from September through April plus mid-May
• Administrative/Scientists (12 months): Monthly on the 1st
• Summer appointments: varies widely depending on appointment dates

STAFF

• Non-exempt: bi-weekly every other Friday

• Exempt: monthly on the 1st

GRADUATE STUDENTS

• AIs: same as 1st year faculty
• Research Assistants: monthly on the 1st

• Fellowships: individualized but usually payable on the 1st

Pets

Pets should not be brought into Chemistry facilities because of the likelihood of exposure to chemicals, glassware, and other research apparatus. The custodial staff, which works at night, has been instructed to contact the IU Police Department for removal of any pets found on the premises.

Placement

The Department maintains a Placement Program to arrange employment interviews by company representatives. All undergraduate chemistry majors, graduate students, and postdocs are eligible to use this service. Alice Dobie-Galuska coordinates the program, which is located in the Undergraduate Office suite in C021.

Radiation Badgets

Researchers working with radioactive materials are required to wear badges as appropriate. Badges can be obtained through Environmental Health and Safety (5-3230). These badges are exchanged quarterly by a representative of Environmental Health and Safety at 5-8603.

Radioactive Materials

The specific procedures and regulations whereby radioactive materials may be purchased, used, and disposed of, are described in detail in a separate manual which has been prepared by the all-University committee on radioactive materials. Copies of this manual can be obtained from Dr. Greg Crouch, Campus Radiation Safety Officer, at 5-3230. He can also give you information about the time and place of the next periodic training session. Strict adherence to these procedures and regulations is a necessary requirement of the license from the Nuclear Regulatory Commission which permits our use of radioactive materials.

Reprint Orders

Reprints of journal articles must be ordered on a regular requisition (Want Sheet) in order for the university to approve payment from any university account (either restricted funds or departmental funds). If a reprint order form is provided by the publisher, include it with the requisition. As much of the following information as possible should be supplied on the requisition:

• Name of article
• Authors
• Journal and publication date
• Number of pages
• Volume number of the journal

Normally, reprints (and page charges, at the principal investigator's option) are paid from restricted funds. If restricted funds are not available, the Director of Chemistry Business will approve payment for a minimum order of reprints from the departmental fund. Page charges, however, are never paid by the department.

Requisitons

In order to initiate a request for a purchase for items not carried in Chemistry Scientific Stores or elsewhere on campus, a "Want Sheet" must be prepared and submitted to the Requisitioning Office (A025). Some important points in connection with filling out the Want Sheet are listed here:

• Write legibly and provide complete information.
• Be sure the Fund (account number) is correct.
• Be sure the name and address of the "Suggested Source" are accurate and complete.
• Be specific about catalog number, package size and number of packages, e.g., "5 bottles, 100g/bottle" or "5 x 100 grams" unless you really don't care what size container(s) you get.
• Equipment specifications should be the same as those used in the literature for the "preferred" or "suggested" source. In case it is necessary to obtain quotations from other sources, this indicates more closely your preference. For chemicals, one should indicate C.P., Reagent Grade, ACS Specifications, Technical, etc., even though the suggested source does not indicate such. If no substitution may be allowed on supplies, indicate so.
• Be sure to indicate if a specific delivery date or special shipping is required.

Automated purchase orders (APO's) are used for essentially all purchases under $1000.00. APOs enable orders to be faxed or phoned in the day they are submitted. This expedites the arrival of merchandise. There are several restricted items, which when purchased (regardless of price) must be processed through IU Purchasing. Contact Amy Van Pelt for further information.

Equipment purchases are initiated by providing a complete description and specifications to the Requisitioning Office, utilizing a Chemistry Want Sheet. It is important that the Requisitioning Office be informed at the beginning of any inquiry for the purchase of equipment. Only quotations obtained by an IU Purchasing agent can be used for vendor selection to purchase equipment. Following proper quotation procedures will expedite the ordering process and ensure best possible cost savings. It will also prevent duplicate efforts by the vendors and IU personnel. Purchase orders can only be placed by the IU Purchasing Department.

Except in unusual circumstances, after-the-fact purchase orders can not be approved. Only IU Purchasing agents are given this authority by state law. Anyone that does not follow this procedure is personally responsible for his/her actions. This also applies to verbal commitments.

INQUIRIES ABOUT ORDERS: A copy of the purchase order will be sent to the manager of the account on which the order was submitted. The purchase order should be checked against the submitted want sheet for accuracy and the Requisitioning Office should be notified immediately if an error has been made. Under no circumstances should anyone except the Requisitioning Office personnel attempt to correct or change an order. All items received are checked against the purchase orders. Order changes made by people other than these individuals may result in a difference between the requisition and the item received, and the Requisitioning Office will return the item to the vendor as incorrect.

The requisition copy should be referred to before inquiries are made about deliveries. First, be positive that enough time has passed to warrant an inquiry. One must provide the account number, requisition number, purchase order number if known, and a concise statement of the problem or the information needed. It is preferred that such inquiries be made in memo form. With approximately 1,000 open orders against any of the nearly 150 account numbers at any given time, the Requisitioning Office personnel are hard pressed to locate orders with any less information. It should also be remembered that INQUIRIES SHOULD BE MADE ONLY WHEN A PROBLEM IS SUSPECTED AND NOT AS A MATTER OF ROUTINE, SINCE TIME SPENT TRACING ORDERS LEAVES LESS TIME AVAILABLE FOR PLACING NEW ORDERS.

RETURN OF ORDERS: If it is necessary to return any item that was acquired on an Indiana University purchase order, THE REQUISITIONING OFFICE MUST HANDLE THE ENTIRE PROCESS. Complete records must be kept of information like the date, means, and reason for the return, original order number, invoice number and the like. Incomplete records can result in lost shipments, exorbitant charges, and any of a number of problems that may take weeks of effort to correct. In all cases, however trivial they may seem, the Requisitioning Office MUST handle all returns.

Room Reservations

There are six meeting rooms available for Chemistry use: C127 (Faculty Lounge), C225 (the Physical Chemistry Conference Room), C311 and A300 (Organic Lecture Rooms), A400 (StereoView Room), and A500 (the Biochemistry Conference Room). All meeting rooms are available on a first-priority basis to the respective discipline, except A400 which is available for anyone's use, and C127, which is reserved every weekday from 8:00 a.m. to noon for Staff and Faculty coffee breaks (8:00-10:30 a.m. for Staff and 10:30 a.m.-12:00 noon for Faculty). C127 is also reserved from 12:00 noon to 1:00 p.m. for Staff lunches every weekday but Thursday, when it is available only until 12:30 p.m. for lunch. All reservations for these meeting rooms, regardless of purpose, should be made through the Business Office (Becky Wilson at 6-2296).